I had to send a ridiculous amount of emails to my teachers last semester because of reasons and these are some tips for getting the best results.
Look at the syllabus first, some teachers will put in it exactly how they like to receive emails.
Put your first and last name and the class in the subject, also try and put something that explains what the email is about.
EX: Hailey Last name, Poli Sci M/W 9:30, Absence
Never leave the subject blank. It almost always guarantees a delay because teachers and faculty will respond to ones with subject first.
If you know the course code for the class, throw that in too. Sometimes teachers are more familiar with that then the actual class days and times.
If you are emailing a member of staff in Admissions, Financial Aid, Registrar, etc., always include your student ID number in the subject, and what it is regarding.
EX: Hailey Last Name, 123456789, Schedule Change
They will appreciate it so much.
Know your audience:
I have a teacher who has a PhD in Psychology but does not like to be called by Dr. He prefers for people to call him Frank and to be really casual with him.
When I send an email to this professor I am more casual with him.
My first email was more on the professional side, but once I saw how he responds, I wrote my emails to match his tone. Very laid back and very concise. I got more friendly responses and even joking, and I think that helps to build a rapport with teachers.
I had a teacher that was extremely professional and wanted as much information as you could provide in an email, even had a part of his syllabus about how to email him.
It will differ from teacher to teacher. Start out with a professional type email, but adjust accordingly once you see their style and can see how they like to be addressed.
Always try to be cordial. Even if you have a laid back professor, never be rude or antagonizing if you can help it.
If the email is about an absence, explain as much as you are comfortable with about the absence and let them know you are sorry you will be missing class. If you have the syllabus, let them know that you are aware of the assignments and will be keeping up with the work so as not to fall behind.
If you need something specifically from the teacher, apologize for the inconvenience and ask if they can email you the material when they are able to. Also, if it is an extended absence, let them know when you will return. Try and give as much notice as possible. If you know you aren’t coming at 2 AM, then go ahead and send the email. Don’t wait until the actual class time, if you are able to notify before then.
If you are only missing this one class, but can maybe make another one of their other classes at a different time and are willing to do so, ask for permission. Most of the time they will say yes and will like the initiative, and this could also clear out the absence you would have gotten.
If you are missing a deadline or a test, make sure to ask for an extension or make up test time. DO NOT ask for the last two if it is 100% clear in the syllabus that they do not do make-ups or extensions. It usually just irritates them.
If the email is about a grade, make sure you can back it up. Have concrete examples as to why you think you deserve a different grade.
Do not email teachers asking when a grade is going to be posted or something is going to be given back unless it is well past the expected return time. Sometimes they forget. Most of the time they are just busy.
If your reason for emailing is about an explanation for an assignment or just about assignment details, make sure it is not explained in the syllabus first. Nothing will annoy a teacher more than asking for a clarification that could be found in a rubric or syllabus. It just makes you look lazy.
If the information is not in the syllabus or rubric, or not explained to where you can understand it, let the teacher know. Explain your problem or what you need, let them know you looked at the syllabus/rubric and it either did not have the information or wasn’t clear enough. They will appreciate the honesty and the fact that you looked first.
If you are in a group assignment and you are doing all of the work, let the professor know. Either they will find a way to help you, almost always in discreet manner, or when it comes time for grading, the grade will reflect it. There is nothing wrong with letting a teacher know you are having an issue. Someone should not benefit from your hard work, if they didn’t help.
If you are emailing staff members in Financial Aid, Registrar, Cashier, Bookstore, and Admissions, be extremely detailed.
These people don’t know you and your situation, you need to explain it as much as possible. If it is something like a schedule change make sure you have course code numbers, they aren’t going to look it up for you.
Always end the email with thanking the person for their time, help, or consideration based on what the email is about.
Don’t have some weird inappropriate signature with lyrics or anything like that. Always end with your First and Last name. Sign off with Thank you about 98% of the time, if something is more appropriate you will know.
If it is something where the person you are emailing will need to know your student ID, include it again with your signature.
It can be a little scary to email professors. I am one of those people who still doesn’t like to make adult calls if I can help it. The most important thing to remember is to be courteous and clear in all emails. You will get the hang of it and be a pro in no time.These tips might not work for everyone, but they work for me. I’ve been emailing professors multiple times a week for the past 3 semesters and I always get good results and responses.
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